Robert Eagle Staff Middle - Assistant Secretary (203/8) - 1.0 FTE

Seattle Public Schools; Seattle (WA); On-site; USD 45,000 - 70,000; Full time

Job summary

Seattle Public Schools is seeking a dedicated Assistant Secretary - Middle School to provide secretarial and administrative support to the assigned administrator. The role involves compiling data for compliance, coordinating school programs, and maintaining records and communications with students, staff, parents, and external parties.

This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while upholding district policies and

Qualifications

• High school diploma or GED is required.
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Responsibilities

• Compile data from calendars, meetings and other sources for compliance with financial/legal/administrative requirements.
• Coordinate programs and activities to notify parents and staff and ensure efficient use of personnel, equipment and facilities.
• Monitor activities for compliance with financial, legal and administrative requirements.
• Perform clerical functions including scheduling, copying, faxing, mailings to support site activities.
• Process documents and cash receipts for dissemination to appropriate parties.
• Respond to inquiries from internal and external parties to provide information and direction.
• Support assistant principal and other school administrators with administrative functions.

Skills

Business etiquette

Grammar and punctuation

Office equipment proficiency

Project planning

Record keeping

Communication with diverse groups

Problem solving with data

Education

High school diploma or GED

2 years clerical/secretarial experience

College/business substitution allowed

Tools

eSIS

SAP

Job description

The job of Assistant Secretary - Middle School is done for the purpose/s of providing secretarial and administrative support to the assigned assistant principal or administrator; communicating information to students, parents, staff, and/or other Districts; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

• Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of programs and/or activities, as assigned (e.g. calendars, student announcements, suspensions/discipline, luncheons, emergency care cards, field trips, meetings, interviews, travel arrangements, tutors, etc.) for the purpose of ensuring proper notification to parents, staff administrators, meeting staff needs and efficient utilization of personnel, equipment and facilities.
• Monitors assigned activities and/or program components (e.g. busses, athletic referrals, early dismissals, lockers, fire drills, attendance, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
• Performs record keeping and general and program specific clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of supporting site activities and/or administrative requirements.
• Processes documents, materials and cash receipts (e.g. requisitions, schedules, purchase orders, incoming deliveries, etc.) for the purpose of disseminating information and/or materials to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
• Supports assistant principal and/or other school administrative personnel for the purpose of providing assistance with administrative functions.

OTHER FUNCTIONS:

• Performs related duties consistent with the scope of the position.

REPORTING RELATIONSHIPS:

Reports to an Assistant Principal or Administrator.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge

• Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.
• Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; and concepts of grammar and punctuation.

Skills

• Required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
• Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

Ability

• Required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment.
• Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods.
• Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment.
• In working with others, problem solving is required to identify issues and create action plans.
• Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate.
• Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

RESPONSIBILITY:

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

WORKING ENVIRONMENT:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 70% sitting, 10% walking, and 20% standing. The job is performed under a generally hazard free environment.

CONDITIONS:

The preceding list of essential functions is not exhaustive and may be supplanted as necessary.

District employees, other than personnel in the District's Employment Services Department (at the John Stanford Center for Educational Excellence), are not authorized to make promises of employment, promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions. Any verbal or written statements to that effect by District employees other than Employment services personnel are null and void.

EDUCATION:

High school diploma or GED equivalent.

YEARS of RELEVANT EXPERIENCE:

Two (2) years of clerical/secretarial experience which has included responsibility for records maintenance and significant public contact.

SUBSTITUTION:

College or business school may substitute for up to one year of the required work experience on a month-for-month basis.

REQUIRED TESTING:

None.

CERTIFICATIONS & LICENSES:

Valid State of Washington Driver's License or equivalent mobility.

CONTINUING EDUCATION/TRAINING:

eSIS, SAP

CLEARANCES:

Criminal Justice fingerprint and background check